Operations Administrator

2 weeks ago


Kilmarnock, United Kingdom GWF Generators Limited Full time

**Job Overview**
An opportunity has arisen in our growing business for an experienced Operations Administrator to join our busy team on a full-time permanent basis based in Dundonald, Ayrshire. The role covers our Projects, Rental and Maintenance divisions.

Based in our head office, you will be part of the team providing the interface between clients, suppliers and the engineering team. You will deal with client enquiries regarding the sale and rental of company equipment and services, building Maintenance and Rental quotations, getting prices from suppliers, placing orders with them, ensuring the engineering and delivery teams have the equipment and resources they need, and then billing clients, raising invoices.

**Responsibilities**
- Receive enquiries from clients, and liaise with office colleagues, engineers, suppliers, sub-contractors, and other stakeholders to deliver what they need
- Build Maintenance and Rental quotes for clients
- Monitor quotations and ensure follow-up, highlighting any leads to Business Development colleagues
- Contact suppliers to obtain prices and create Purchase Orders then expedite order deliveries
- Assist with labour scheduling and providing all paperwork to engineers
- Assist with data entry and record keeping, ensuring accuracy and confidentiality
- Create and maintain Projects and Maintenance folders and Hire Contracts
- Use customer portals to maintain records and input data
- Maintain office systems such as Company Files, Syrinx, and Scheduleit
- Action customer queries and complaints ensuring they are dealt with in a professional and positive manner
- Create and maintain spreadsheets and databases
- Maintain office supplies and equipment inventory, and reorder as necessary
- Coordinate and book travel arrangements and accommodation for staff and engineers
- Assist in organising company events and meetings
- General ad-hoc administrative duties
- Photocopy, scan and print various documents
- Assist with any other duties as and when required

**Qualifications**
- Previous experience with operations / office administration or related roles preferred
- Using a variety of software packages such as Microsoft Word, Outlook, PowerPoint, Excel, Sage, Scheduleit, Syrinx (Point of Rental), and various contractor portals, to produce correspondence and documents
- Strong clerical skills with attention to detail
- Familiarity with Syrinx or Insphire or similar rental software is a plus although training will be given
- Excellent organisational and time management skills
- Strong communication skills, both written and verbal
- Attention to detail with good analytical skills
- Confidence in working as part of busy projects engineering, maintenance and rental teams
- Engineering and / or Plant Hire Industry experience preferred but not essential

**Job Types**: Full-time, Permanent

Pay: £28,000.00-£32,000.00 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking
- Private medical insurance
- Sick pay

Schedule:

- Day shift
- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (required)

Licence/Certification:

- Driving Licence (preferred)

Work authorisation:

- United Kingdom (preferred)

Work Location: In person

Application deadline: 31/01/2025



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